A change order is a written change to the agreed work, price, schedule or materials after the contract is in place. Some changes are legitimate: a homeowner selects a different finish, an inspector requires a correction, or an opening reveals unsafe wiring or structural damage. Other “extras” are simply work that should have been included in the original scope. This expert Ottawa guide explains how to tell the difference and how to require a clear decision before additional work becomes an expensive surprise.
A change order changes an agreed assumption. It may add or remove work, substitute a product, change a quantity, revise a method, extend the schedule or alter the payment value. A contractor should be able to point to the original scope and show exactly what changed. If the quote said “remove and dispose of existing flooring” and the contractor later calls demolition an extra, that is usually a scope interpretation problem, not a homeowner change.
Changing tile after ordering, adding pot lights, moving a wall, upgrading a countertop or expanding the finish area are straightforward examples. Approve them before installation whenever possible. A late selection can affect lead time, labour already completed, restocking fees and other trades, so ...
A concealed foundation crack, unsafe wiring, rotten framing, asbestos-containing material, failed drain or unexpected rock can require a change. The existence of a surprise does not automatically make the proposed repair fair. Ask for photographs, measurements, the reason the original scope could no...
Before approving an extra, require six items: the original scope reference, a description of the change, the reason, the price calculation, the schedule impact and the signatures or written approvals required by the contract. Attach photos or a sketch when the condition is concealed. A text message that says “okay, go ahead” may be difficult to interpret later if it does not identify the cost and work.
The amount should identify added labour, materials, equipment, disposal, subcontractor invoices, tax and any credit for work removed. If a contractor uses a percentage markup, the contract should say what the percentage applies to. “Extra: $2,500” is not a useful change order when the homeowner cann...
An allowance adjustment is not always a change order. If the contract includes a $3,000 allowance and the selected product costs $3,400, the $400 difference should be reconciled according to the agreement. Do not let an allowance become a blank cheque for labour or unrelated preparation work.
Older Ottawa homes may contain multiple generations of plumbing, wiring, insulation and structural repairs. A 1950s bungalow, a Centretown semi, a rural property and a newer Barrhaven home present different discovery risks. A contractor should investigate visible warning signs during quoting and identify what remains outside the inspection. Homeowners should budget a contingency for genuine unknowns, but a contingency is not permission to skip documentation.
Watch for framing that does not support the proposed opening, drains that cannot be relocated as planned, moisture behind a finished wall, knob-and-tube or aluminum wiring, asbestos in older materials, insufficient electrical capacity, blocked ducts, poor exterior grading and unrecorded additions. E...
An active leak, unsafe electrical condition or unstable structure may require immediate stabilization before a full price can be developed. Ask the contractor to separate emergency protection from permanent repair, document the condition before covering it, and return with a permanent proposal as so...
Ask calm, specific questions: Where is this item addressed in the original scope? What condition caused the change? What happens if we do not approve it today? Is there a temporary safe option? Can the work be separated into a diagnostic visit and a permanent repair? A professional contractor should be able to answer without treating normal documentation as distrust.
A tight schedule can make every decision feel urgent. Some decisions genuinely affect sequencing, but a contractor should explain the deadline and the consequence of waiting. For elective upgrades, ask for a written price and schedule impact before work starts. For safety issues, approve stabilizati...
Track the date, issue, photos, requested decision, amount, schedule effect, approval, invoice and closeout status. This log protects both parties from memory-based disputes and helps reconcile the final invoice. It also shows whether repeated extras are symptoms of an incomplete original scope.
A change order should state when the added work is payable and whether it follows the existing milestone schedule. Do not pay for incomplete or unverified work simply because the contractor says the project is nearly done. Keep deficiency items and documentation visible. Ontario construction-law questions can be time-sensitive, so use the official Construction Act information and qualified legal advice for a specific dispute rather than relying on a general article.
At completion, compare approved changes against the invoice, confirm credits were applied, collect inspection records and product manuals, photograph concealed work where possible, and mark each change as complete. A change order that never gets closed can remain in the final bill even when the work...
The answer depends on the contract, the urgency of the condition and applicable law. For elective work, require written approval before it starts. For an urgent safety or water event, a contractor may need to stabilize the property first, but the work and cost should still be documented as soon as possible.
A change order is a documented change to the agreed scope, price or schedule. “Extra” is informal language and can describe a legitimate change or an item that was simply omitted from the quote. Always ask where the original agreement addressed the item.
The appropriate contingency depends on the age of the home, how much is being opened, the quality of the drawings and the known site risks. A contractor or designer can help build a project-specific allowance. Keep contingency separate from the contract price and do not treat it as money that must be spent.
They should state clearly whether the price includes applicable tax. They should also show material, labour, equipment, disposal, markup and any credit so the final amount can be reconciled without guessing.
Pause non-emergency extra work, request the condition and price in writing, and check the contract's dispute process. For safety or legal issues, obtain independent advice from an appropriate licensed professional or lawyer before escalating or withholding payment.